Terms of Service

1. About these terms

These terms govern your use of CompanyMinder — the website at companyminder.co.uk, the free tools and blog content, and the paid company secretarial software (the “Service”). By creating an account or using the Service, you agree to these terms.

CompanyMinder is operated by Crocker Digital Ltd, a company registered in England and Wales (Company No. 17008789), registered office 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ (“we”, “us”, “our”). We are not currently registered for VAT.

2. The Service

CompanyMinder helps UK company directors keep their own company records. It maintains your register of members, generates statutory documents (share certificates, dividend vouchers, and board minutes), and reminds you before your tracked deadlines (such as your confirmation statement and accounts).

CompanyMinder produces the documents and records you need, which you then submit to Companies House yourself through Companies House WebFiling. CompanyMinder does not file directly with Companies House on your behalf. Direct Companies House API filing is a possible future feature and is not part of the current Service.

3. Guidance, not professional advice

CompanyMinder is a software tool. The documents, calculations, checklists, reminders, and guidance it produces are for general assistance only and are not legal, accountancy, tax, or other professional advice, and are not a substitute for advice from a qualified solicitor, accountant, or company secretary.

You remain solely responsible for the accuracy, completeness, and timeliness of your own filings and statutory records, and for deciding whether a document or deadline applies to your circumstances. Where your situation is complex or you are unsure, you should take professional advice.

4. Your account

• Accounts are personal to the individual who creates them. You are responsible for keeping your login credentials secure and for activity under your account.
• You must give accurate account and company information and keep it up to date.
• You must be at least 18 and entitled to act for the companies you add to the Service.
• You are responsible for the personal data you enter about other people (such as directors, persons with significant control, and shareholders) — see section 9.

5. Plans, fees and billing

• The free tier allows limited use — one company and one generated document — at no charge.
• Paid subscriptions are £9 per month for your first company and £5 per month for each additional company, with an annual billing option available. Current prices are always shown at /pricing.
• Paid subscriptions are billed in advance through our payment processor, Stripe. By subscribing, you authorise us and Stripe to charge your payment method at the start of each billing period.
• Auto-renewal. Subscriptions renew automatically at the end of each billing period (monthly or annually) at the then-current price until you cancel.
• If we change our prices, we will give you at least 14 days’ notice by email before the new price takes effect on your next renewal. Adding or removing companies changes your monthly amount from the next billing cycle.

6. Cancellation and what happens after

You can cancel at any time from the billing portal in your account settings. Cancellation stops future renewals; your paid access continues until the end of the period you have already paid for.

After your paid access ends (whether by cancellation, downgrade, or non-payment), any companies beyond your remaining plan allowance become read-only: you can still view and export your records, but you cannot generate new documents, record new share events, or add new deadlines for those companies until you upgrade again. Your data is not deleted by going read-only.

7. Refunds

If you are a consumer in the UK, the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 give you a 14-day right to cancel a new paid subscription. If you ask us to start the Service within that period (which happens as soon as you use a paid feature) and then cancel within the 14 days, we will refund what you have paid less a proportionate amount for the part of the Service supplied up to the point you tell us. To exercise this right, email support@companyminder.co.uk.

Outside the 14-day cooling-off period, you can cancel at any time but we do not provide pro-rata refunds for the unused part of a billing period. Annual plans are not pro-rated on mid-term cancellation. Nothing in this section affects your statutory rights.

8. Your data, export and deletion

Your records are yours. You can export your register of members (CSV) and your generated documents at any time while your account is active, including during the read-only period, so you can keep your own copy.

When you delete your account, deletion is immediate: your account and associated personal data are erased from our production environment at the time the request is processed, and backup copies age out of ordinary rotation as described in our privacy policy. Generated evidential records (such as share events and audit history) are anonymised in place rather than destroyed. Export your data before deleting your account — deletion cannot be undone.

9. Data protection

For how we collect and process personal data, see our privacy policy.

Where you use CompanyMinder to process personal data relating to other people (for example, directors, persons with significant control, or shareholders named in your statutory registers and generated documents), you are the data controller and we act as your processor. Our Data Processing Agreement at /legal/dpa/ governs that processing and is incorporated into these terms automatically — no separate signature is required. The sub-processors we engage are listed at /legal/subprocessors/.

10. Acceptable use

You must not use the Service unlawfully, to infringe others’ rights, to enter data you have no right to process, or to attempt to disrupt, reverse-engineer, or gain unauthorised access to the Service or other users’ data. We may suspend or close accounts that breach these terms or that are used for fraud or abuse.

11. Intellectual property

CompanyMinder — including its text, code, designs, and tools — is the property of Crocker Digital Ltd unless otherwise stated. You may not reproduce, distribute, or create derivative works from it without written permission. The records and documents you create using the Service, and the data you enter, remain yours.

12. Limitation of liability

Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded by law.

Subject to that, to the fullest extent permitted by law we are not liable for indirect, incidental, or consequential loss, and in particular we are not liable for any penalties, fines, interest, or losses resulting from late, missed, or incorrect Companies House or HMRC filings — responsibility for your filings and their timeliness rests with you (section 3).

Subject to the first paragraph of this section, our total aggregate liability arising out of or in connection with these terms, the DPA, and your use of the Service in any 12-month period is limited to the greater of (a) the fees you paid us in the 12 months before the event giving rise to the claim and (b) £100. For free-tier users, that cap is £100.

13. Service availability

We aim to keep the Service available and accurate but provide it on an “as is” and “as available” basis, without a guaranteed service level. We may carry out maintenance, change features, or suspend the Service where reasonably necessary, and will try to give notice of significant planned downtime.

14. Changes to the Service and these terms

We may update the Service and these terms from time to time. Changes take effect when published on this page; for material changes affecting paid subscribers (such as price or significant feature changes) we will give reasonable advance notice by email. Continuing to use the Service after a change takes effect means you accept the updated terms.

15. Governing law and jurisdiction

These terms are governed by the laws of England and Wales. Any disputes are subject to the exclusive jurisdiction of the courts of England and Wales.

16. Contact

Questions about these terms? Email support@companyminder.co.uk, or write to Crocker Digital Ltd, 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ.